This document provides guidance on exporting invoices, payments, and purchase orders from HirePOS to Xero, particularly addressing potential conflicts with existing invoice numbers. By following the outlined steps, users can effectively manage invoice number prefixes to avoid clashes with existing records in Xero.

When exporting invoices, payments, and purchase orders to Xero, it is important to be aware that existing invoice numbers in your Xero company file may conflict with those generated by HirePOS. Additionally, if you are using other third-party providers to export invoices to Xero, there is a possibility of encountering similar conflicts.

To mitigate the risk of invoice number clashes, you can specify a prefix that will be appended to your HirePOS invoice numbers during the export process. For instance, instead of exporting invoice number 1000 to Xero, you can choose to export it as HP1000.

To nominate a prefix, follow these steps:

1. Open the Xero Exporter and click on the "Options" tab.

2. In the "Prefix" field, enter a unique prefix that will help ensure your invoice numbers do not clash with those from other systems exporting to your Xero company file.

3. The prefix will be saved in your settings immediately after you tab out of the field.

Please note that the prefix can be a maximum of 6 characters in length.

It is crucial to be mindful of existing invoices that may have already been exported from HirePOS to Xero without the prefix. If you attempt to import payments against these invoices, you may encounter issues, as the importer will be looking for payments applied to invoices under the assumption that those invoices were exported with the prefix. This could lead to difficulties in matching payments with invoices.

For further assistance or inquiries, please refer to our support documentation or contact our support team.